Note: Below are the steps to complete the batch options screen for a new batch of purchase orders.
Enter a unique description for the new batch in the Batch Description field. The description can be alphanumeric and up to 50 characters long. Leave the field blank to use a default description assigned by the system.
Note: If a unique description is not entered, the system will add a dash and four numbers starting with 0001 at the end (for example, Batch Description-0001) to make it distinctive.
In the Processing Month field, enter the fiscal period for which to post the entries within the batch to the applicable modules; for example, enter the month for which to post the entries to General Ledger, if applicable. Use the mm/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current month (as based on the computer date).
Note: If the month entered in this field is more than two months different from the current month, a warning icon will appear to the right of the field; verify the month entered is correct. If the specified processing month is in the next fiscal year and there are funds in the Fund File in General Ledger with the Automatically Start New Fiscal Year field not selected, the Start New Fiscal Year option will need to be completed for the appropriate funds if it has not already been done.
If desired, enter the ID of the ship to address to use as the default for all the purchase orders within the batch in the Ship To Address ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Leave this field blank to specify a ship to address for each purchase order within the batch or if ship to addresses are not used.
Tip: If the user creating the purchase order batch is tied to one or more ship to addresses (in the User Security option), the ship to address entered here must be one of the assigned ship to addresses; if only one ship to address is assigned to the user, the designated ship to address will appear by default and cannot be changed.
If desired, to use a particular set of numbers for the purchase orders within the batch, enter the purchase order number to use for the first purchase order in the batch in the Batch Beginning Purchase Order Number field. The number can be alphanumeric and up to 15 characters long. Leave this field blank to have the system automatically assign the next available purchase order number, or to assign each purchase order number manually.
Note: If a number is entered in the Batch Beginning Purchase Order Number field, all the purchase orders within the batch will be assigned a purchase order number using the specified set of numbers and will not use a prefix as defined for a ship to address assigned to the purchase order (if applicable) or as defined in the Accounts Payable System File (if applicable).
Click the Save button.